Senior Officer Estate Administration

DEPARTMENT SUMMARY

St. Michael's and Providence Foundation (SMPF) is the exclusive fundraising organization to generate and manage philanthropic funds for St. Michael’s Hospital and Providence Healthcare, within Unity Health Toronto. Through multiple lines of fundraising income generation and stewardship activities, SMPF, in conjunction with Unity Health, will define and promote the St. Michael’s and Providence brands to maximize philanthropic revenue and fuel their healthcare, research, teaching, and health equity missions. We will inspire our communities, local, provincial, national and international, to invest in our organizations’ priorities to drive and implement innovation that will equitably support all members of our society to manage and overcome disease and health crises and live healthier lives to create a more inclusive and thriving society.

The Gift & Estate Planning team partners with donors, their families, and professional advisors to provide thoughtful, consultative charitable gift planning to create meaningful legacies. Working collaboratively with donors and their advisors, we develop philanthropic solutions that maximize charitable impact while aligning with donors’ personal, financial, tax, and estate planning goals. Whether through current gifts, gifts of securities, donor-advised funds, gifts of complex assets, or legacy gifts, we help donors achieve the impact they envision for patients, families and communities—today and for generations to come.

POSITION SUMMARY

Reporting to the Director, Gift & Estate Planning, the Senior Officer is responsible for the day-to-day administration and stewardship of the Foundation's estate portfolio from initial notification through final distribution.

Working closely with the Director, the successful candidate will manage estate files, build trusted relationships with executors, trustees, lawyers, financial institutions, family members and other professional advisors, and ensure charitable estate gifts are administered accurately, efficiently and in accordance with legal, regulatory and Foundation requirements.

This role serves as the Foundation's operational resource for estate administration, providing expertise in estate processes, charitable receipting, estate accounting, CRA requirements, reporting and documentation while helping deliver an exceptional experience for executors, families and professional advisors. The Senior Officer will also contribute to the continued growth of the Gift & Estate Planning program through process improvements, cross-functional collaboration and special projects.

RESPONSIBILITIES & ACTIVITIES

Estate Administration and Special Projects

· Manage the administration of charitable estate gifts from initial notification through final distribution.

· Serve as the Foundation's primary operational contact for executors, trustees, lawyers, financial institutions, family members and other professional advisors throughout the estate administration process.

· Review probate documents, estate accounts, releases, legal correspondence and other estate documentation to support the Foundation's interests.

· Monitor estate files to identify issues, risks and opportunities, escalating complex matters to the Director, Gift & Estate Planning and external legal counsel as appropriate.

· Coordinate with executors, legal counsel, co-beneficiaries and other charitable organizations to facilitate the timely administration of estates.

· Prepare estate analyses, financial reports, revenue projections and portfolio updates to support planning and decision-making.

· Ensure compliance with CRA requirements, charitable receipting standards, Foundation policies and applicable estate legislation.

· Maintain accurate estate records and reporting within Raiser's Edge and other tracking systems, ensuring deadlines and documentation requirements are met.

· Coordinate stewardship and recognition activities for executors, families and professional advisors throughout the estate administration process.

· Support the Director, Gift & Estate Planning in developing and improving estate administration processes, procedures, templates and best practices.

· Provide guidance to Foundation colleagues on estate administration processes and charitable estate matters.

· Stay current on estate administration practices, probate procedures, trusts, charitable taxation, CRA guidance and legislative developments affecting charitable gifts.

· Support the Director, Gift & Estate Planning with strategic initiatives, operational priorities and special projects that strengthen the Foundation's Gift & Estate Planning program as capacity allows.

Other

· Work as a team player to promote a positive and professional work environment and conduct oneself with integrity and respect.

· Act as an ambassador throughout the community to represent the hospital and the Foundation positively.

· Abide by the policies and procedures of Unity Health Toronto and SMPF.

· Abide by the Occupational Health and Safety Act and work safely, reporting incidents immediately to the direct supervisor.

· Perform other duties as assigned to meet the overall goals and objectives of the Foundation.

· Operate within the culture and core values of the organization.

QUALIFICATIONS AND EXPERIENCE

While no one candidate is expected to possess every qualification, the following experience and attributes will support success in this role:

· Bachelor's degree or an equivalent combination of education and experience.

· Law Clerk Diploma, Institute of Law Clerks of Ontario Certificate, STEP/TEP designation or equivalent education or experience is considered an asset.

· Three to five years of experience in estate administration, estate law, trust administration or a related field.

· Knowledge of estate administration, probate procedures, trusts and charitable estate administration.

· Familiarity with CRA requirements relating to charitable receipting and estate gifts.

· Experience reviewing legal and financial documentation, including estate accounts and probate-related documents.

· Experience working with executors, lawyers, trustees, financial institutions and other professional advisors.

· Experience with Raiser's Edge or another relational database is considered an asset.

· Advanced proficiency in Microsoft Office, particularly Excel.

· Exceptional organizational skills with the ability to manage multiple complex files and competing priorities.

· Strong analytical and financial analysis skills, with experience preparing reports and revenue projections.

· Excellent written, verbal and interpersonal communication skills.

· Strong relationship-building and client service skills, with the ability to communicate compassionately and professionally with executors, families and professional advisors.

· Sound judgment, discretion and problem-solving skills when managing sensitive estate matters.

· High attention to detail and commitment to accuracy.

· Collaborative team player who enjoys supporting colleagues and contributing to projects beyond their core responsibilities. Adaptable, resourceful and committed to continuous improvement.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.

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